Title
Receive the schedule for the FY 2019/20 update to the County of Monterey Capital Improvement Program Five-Year Plan.
Report
RECOMMENDATION:
It is recommended that the Capital Improvement Committee receive the schedule for the FY 2019/20 update to the County of Monterey Capital Improvement Program Five-Year Plan.
SUMMARY/Discussion:
The Resource Management Agency (RMA) is the lead department in development of the County’s Capital Improvement Program Five Year Plan (CIP). Over the past two years, staff implemented process improvements to increase the usefulness of information included in the CIP. Improvements include a standardized scoring matrix to provide the Capital Improvement Committee (CIC) with information to determine County priorities for unfunded projects, and a Government Alliance for Racial Equity (GARE) cohort review to identify projects that address racial equity in the County.
The CIP development process will remain substantially the same as FY 18/19. RMA staff will emphasize detailed project descriptions of the scope of work and financial impact, including long-term maintenance costs. RMA will work with departments to ensure that adequate information is provided in the CIP to allow the CIC and other reviewing committees to conduct a thorough review of proposed projects.
Staff sent out project calls to department heads and project/finance managers as requested by the department in the last week of September. A sample project call is attached to this report as Attachment A. If a department did not submit any projects the previous year, the message is modified slightly for clarity. Initial project updates are due no later than November 2, 2018. Project scope or budgets may evolve from the initial submission as the annual budget is developed. These revisions will be captured in the CIP.
The development of the annual CIP follows the schedule guidelines below:
October: Departments submit capital project worksheets. CIP update is presented at the Department Heads meeting to discuss the process and timeline.
November - December: RMA staff compile projects and meet with departments to review submittals and make changes as needed. The list of submitted projects is presented at the Department Heads meeting prior to the initial CAO budget analyst review. RMA then coordinates the initial project review with CAO budget analysts to verify funding.
January: A CIP review panel consisting of project managers from RMA complete review and scoring of unfunded CIP projects. RMA requested that Information Technology Department (ITD) and Natividad project managers also participate in the review process. The current GARE cohort reviews projects to assign racial equity scores.
February - March: Project budgets for first year proposed funded projects are reviewed to verify funding is accurate as part of the recommended budget. The completed draft CIP is reviewed by the CIP Committee (RMA, ITD, Natividad capital project leads, CAO) before going to the CIC.
April: The CIC reviews the draft CIP.
May: The Budget Committee reviews and recommends the projects for fiscal matters. RMA staff prepare a subset of the capital projects under the Planning Commission jurisdiction for review and consistency with the County General Plan.
June: The CIP is presented to the Board of Supervisors for adoption.
OTHER AGENCY INVOLVEMENT:
RMA staff met internally and with CAO budget analysts to discuss ways to improve communication and review of CIP projects. The CIP process will also be presented as an item of discussion at the Department Heads meeting on October 17, 2018. The CIP development process includes collaboration with County departments to create accurate and detailed project summaries. RMA works with the County Administrative Office to verify funding sources for capital projects. Departments are encouraged to attend the CIC meeting in April to speak on behalf of their projects. Since the Water Resources Agency (WRA) is not considered a department of the County, the Five-Year CIP does not include WRA projects.
FINANCING:
There is no impact to the General Fund in receiving this update. The annual CIP includes fully and partially funded projects with funding identified in the upcoming fiscal year. These projects are recommended to the Board of Supervisors for inclusion into the Recommended Budget.
Consistent with the Board of Supervisor’s guidelines, the projects included in the first year of the CIP requiring County capital funds are reflected in the Annual Recommended Budget for the consideration and action by the Board of Supervisors.
BOARD OF SUPERVISORS STRATEGIC INITIATIVES:
The Capital Improvement Program is a critical part of County infrastructure planning and administration. The updated review and prioritization process allows critical county needs to be identified in a standardized, efficient way. A well-planned CIP is a key part of developing and maintaining County infrastructure.
Check the related Board of Supervisors Strategic Initiatives:
__ Economic Development
X Administration
__ Health & Human Services
X Infrastructure
__ Public Safety
Prepared by: John Snively, MA I, (831) 759-6617
Reviewed by: Shawne E. Ellerbee, Deputy Director of Administrative Services
Approved by: Carl P. Holm, AICP, RMA Director
Attachments:
Attachment A - Project Call Sample Notification